1. Navigating to the Vendor Management page

Click on the Vendor Management menu on the left navigation panel. The following screenshot displays the Vendor Management screen. The page lists the actions that are needed by your organization in the system for vendor management.

Fig: 1 - Vendor Management page

2. Understanding the Various Elements of the Vendor Management page

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 2 - Understanding the Vendor Management page

2.1. Vendors by Risk Tier

---



NOTE: Vendor(s) must be created in your organization for visualizations to get depicted here.



A pie chart representation denotes up to three different tiers of any existing vendor risk status. The total count of vendors belonging to the organization is displayed at the center. The vendor risk tiers are High Risk, Medium Risk and Low Risk.

Fig: 3 - Vendors by Risk Tier visualization

To facilitate ease of application usage, unique color coding is implemented for each of the vendor risk tiers. High Risk is red, Medium Risk is orange and Low Risk is green.

Hover your mouse pointer over any section of the pie chart to load applicable color-coded tooltip over that section. It displays the count of vendors belonging to that risk tier or category.

You can also notice that the associated risk type legends are present at the bottom of the pie chart. Small colored bars corresponding to the same color of the legend items are displayed, so that the user can easily understand which types are present.


2.2. Vendors by Category

---



NOTE: Vendor(s) must be created in your organization for visualizations to get depicted here.



A bar chart representation shows the existing categories of the created vendors. It plots the vendor categories versus the number of vendors. The count of all the vendor categories are displayed at the ends of the bar depictions.

Hover your mouse pointer over any bar chart to load applicable color-coded tooltip over that. It displays the count of vendors belonging to that category.

Fig: 4 - Vendors by Category tooltip getting displayed over bar chart on mouse pointer hover


2.3. Upcoming & In Progress / Upcoming Assessments

---



NOTE: Vendor assessment(s) must be created in your organization and must be either in progress or yet to be started for items to get depicted here.



The Upcoming & In Progress / Upcoming Assessments section lists out the various assessments which are to be performed at the given time or are to be initiated soon.

Fig: 5 - Upcoming Assessments section view

You can click on the refresh icon at the top-right to reload the vendor assessments displayed in this Upcoming & In Progress / Upcoming Assessments section.

Notice that the vendor name is displayed in the view when vendor assessment(s) populate this section, followed by the color-coded status of the vendor assessment and its assigned due date of completion.

An eye icon is present after it. Click on it to load a modal view to view the details of the assessment.

Fig: 6 - Modal view

The following columns are present to display the related data:

1. Name - displays the username of the creator of this vendor assessment
2. Active? - displays whether the assessment is active or not
3. Vendor Name - displays the name of the vendor who is assigned to perform this assessment
4. Risk Tier - displays the specified risk tier tag of the vendor who is assigned to perform this assessment
5. Actual Start Date - displays the date on which the vendor assessment was begun. It is blank if the assessment is yet to be started.
6. Actual End Date - displays the date on which the vendor assessment was completed. It is blank if the assessment is yet to be finished successfully.
7. Status - shows the current status of the vendor assessment
8. Action - contains the vertical ellipsis icon which can be toggled to reveal the applicable row-context menu options

You can find a refresh icon (beside the close icon) at the top-right only when the status of the vendor assessment is AI Prefill In Progress. Click on it to reload the data displayed in this modal window. A notification labeled as Data refreshed successfully can be seen once it is done.

Fig: 7 - Refreshing the data of the modal window when the AI prefill is going on

A Begin button or Proceed button is present to initiate the upcoming vendor assessment or invite the vendor. However, the Proceed button is disabled when the AI review is in progress.

The section header can change to Upcoming & In Progress Assessments if there are assessments which are upcoming as well as assignments which are in progress. You can click on the View More button to view a grid view of all such vendor assessments. You can use the Action column vertical ellipsis icon to toggle the menu options and start the assessment, provided the necessary permissions are granted to your user account.


2.3.1. Inviting the Vendor while Beginning Assessment

---

1. Click on the Begin button or Proceed button against any vendor assessment listed on the Upcoming Assessments or Upcoming & In Progress Assessments section.

Fig: 8 - Modal view from Begin / Proceed button

2. Next, the Action column vertical ellipsis icon to toggle the menu options and click on the Invite context menu option. The system will trigger an email containing the invite link and the button to navigate to the login page.

Fig: 9 - Invite option


2.3.2. Beginning the Assessment

---

NOTE: If the Status is displayed as AI Prefill In Progress then you cannot proceed or begin the vendor assessment as the Proceed button is disabled, even if necessary permissions are granted to your user account. Yon need to wait till the Vendor AI's assessment is completed before you can begin the assessment.

Fig: 10 - Status displayed as AI Prefill In Progress with a disabled Proceed button

A notification about AI response also can be seen.

Fig: 11 - AI Prefill In Progress notification




1. Click on the Begin button or Proceed button at the right side of an Upcoming Assessments section entry. The section header can change to Upcoming & In Progress Assessments if there are assessments which are upcoming as well as assignments which are in progress.

Fig: 12 - Begin button to initiate an assessment

2. A modal window loads to display the vendor details such as the name, starting date, ending date, status etc. and contains an Action column.

Fig: 13 - Status button

3. Click on the status button (for example: the View button in the above image) to load the assessment or the Vetting Info page.

Fig: 14 - Vetting Info page

The following three points correlate with the numerical values indicated in the above screenshot.

1. The left panel lists out selectable sections of questions that are to be responded to.
2. The right panel loads out questions which belong to the selected category or section. The vendor must provide responses to all questions. Proceed to complete the questions of each category/section one by one. You can see how many questions have been answered in comparison to the total number of questions of that category. Refer to the following screenshot.

Fig: 15 - Number of questions answered preview

3. Click on the Submit button to record the completed assessment.

Fig: 16 - Submit button of vetting info

4. Get redirected to the Vendor Management screen.

   You can notice that the entry has shifted from the Upcoming Assessments section to the Needs Review section if there are any red flagged responses that need remediation.

Fig: 17 - Entry shifts to the review section


2.3.3. Inviting the Vendor while Reviewing Assessment

---

1. Click on the Review button at the right side of an Upcoming Assessments entry.

Fig: 18 - Review button

2. A modal window loads to display the vendor details such as the name, starting date, ending date, status, etc. and contains an Action column. Click on the kebab icon to load the Invite context menu option. Click on it to trigger the email containing the invite link and the button to navigate to the login page.

Fig: 19 - Invite option


2.3.4. Reviewing a Completed Assessment with Red Flagged Responses

---



NOTE: Vendor assessment(s) must be red flagged / requiring review for items to get depicted here.


1. Click on the Review button at the right side of a Needs Review section entry. A Click here to review the assessment tooltip can be seen when you hover your mouse pointer over this button.

Fig: 20 - Review button

2. A modal window loads to display the vendor details such as the name, starting date, ending date, status, etc. and contains an Action column.

Fig: 21 - Modal view

3. Click on the status button (for example: the Remediation button in the above image) to load the assessment or the Vetting Info page.

Fig: 22 - Remediating a flagged assessment

4. Click on the Resolve button against each red flagged response to provide your resolution.
5. A modal window loads to obtain your confirmation. Click on the Resolve button to confirm.

Fig: 23 - Resolve button loads confirmation prompt

The Resolve button label changes from Resolve to Unresolve. You can click on it again to undo your resolution.

6. Notice that the progress percentage is displayed as 100% completed at the top-left. Click on the Finalize button at the bottom-right to complete the assessment review.

Fig: 24 - Finalize button

NOTE: If you click on the Submit button and there are unresolved red flagged responses, then the following modal window prompts you to do resolve them first.

Fig: 25 - Finalize button validation




7. A modal window loads to obtain your confirmation. Click on the Finalize button to confirm.

Fig: 26 - Confirmation prompt after clicking on the Finalize button

8. Get redirected to the Vendor Management screen. You can notice that the entry has been removed from the Needs Review section.

Fig: 27 - Entry removed from the Needs Review section

NOTE: The following three points correlate with the numerical values indicated in the screenshot below.



1. The left panel lists out selectable sections of questions that are to be remediated.
2. The right panel loads out questions and responses which belong to the selected category or section. Proceed to complete the questions of each category/section one by one. You can view how many questions have been remediated in that category. Refer to the following screenshot.

Fig: 28 - Elements of the questions view

3. At the bottom there are three buttons labeled as Save, Request/Info Docs and Submit to perform associated actions.

Saving

---

You can save the reviewing progress by clicking on the Save button.


Requesting Info

---

You can request for additional information by clicking on the Request/Info Docs button. A modal window loads to obtain your confirmation. Click on the Resolve button to confirm.

Fig: 29 - Request/Info Docs modal window

Click on the Continue button to proceed to the following confirmation modal view.

Fig: 30 - Continue button

Click on the Confirm button to trigger an email to the vendor regarding the concerned information furnishing request. The email will have a link / button to get redirected to the application. A success notification can also be seen at the top of the modal.

Fig: 31 - Success notification

Note that the status changes to Remediation in Progress.

Fig: 32 - Status update


Adding Notes

---

Note that you can add notes either as a public or a private note. Click on the send icon after entering your note in the user input field with the placeholder label - Enter your note to post it. Public notes are visible to other users of your organization.

Fig: 33 - Adding notes




2.4. Vendors Grid View

---



NOTE: Vendor(s) must be created in your organization for rows to get depicted in this grid view.



The Vendors grid view lists out all the existing vendors of your organization.

Fig: 34 - Vendors grid view

The following columns populate the grid view:

• VENDOR NAME - Shows the name of the vendor
• DUE DILIGENCE STATUS - Shows the vendor due diligence status
• LAST VETTED - Displays the month, date and year values of the date when the vendor was last vetted
• RISK TIER - Displays the three color-coded risk tiers as Low, Medium and High
• ACTION - Contains the row context menu options which can be toggled

2.4.1. Search Facility

---

The Vendors section contains the following two filters Due Diligence Status and Risk Tier, along with a search bar and reset icon.

Fig: 35 - Filter options

Here is the view of the dropdown options of the Due Diligence Status filter. Select any one option to filter out matching results.

Fig: 36 - Due Diligence Status filter options

Here is the view of the dropdown options of the Risk Tier filter. Select any one option to filter out matching results.

Fig: 37 - Risk Tier filter options

Enter text in the search bar to quickly find existing vendors. The following image shows a sample results view populating the grid based on the search criteria set.

Fig: 38 - Filtered results view

The following image shows the view when there is no fetched data to populate the grid view, based on the search bar text input and the filters set.

Fig: 39 - No results view

You can click on the reset icon to remove any text input made in the search bar, reset the report filters to the default state and reload the vendors grid view entries.

2.4.2. Row-context Menu Options

---

Click on the ACTION column kebab icon to reveal the two row-context menu options Edit and View.

Fig: 40 - Context menu options

2.4.2.1. Editing Vendor Details

---

To edit details about any listed vendor, click on the expanded row-context menu option labeled as Edit.

Fig: 41 - Edit option

Next, proceed through each of the three stages of the vendor details view - which are as follows: VENDOR DETAILS, CONTACT DETAILS and VENDOR DOCUMENTS. You can make necessary changes to the respective field values or details which are already present. Click on the Next button to proceed to the next stage. On the final (third) tab, click on the Submit button once done. All the changes made will be saved.

The following images show these three stages:











Fig: 42 - First stage












Fig: 43 - Second stage












Fig: 44 - Third stage

You will get redirected to the Vendor Management screen after you click on the Submit button and a success notification will be displayed at the top.

Fig: 45 - Success notification

2.4.2.2. Viewing Vendor Details

---

To view details about any listed vendor, click on the expanded row-context menu option labeled as View.

Fig: 46 - View option

The following modal window titled as Vendor Information loads to display the relevant details.

Fig: 47 - Modal view

The following dataset are presented (if available):

• Vendor Details
• Vendor Company
• Last Vetted Date
• Category Name
• Phone
• Address
• Contact Details
• FIRST NAME
• LAST NAME
• EMAIL
• WORK PHONE
• PRIMARY
• ACTIVE
• Vendor Documents
• SUMMARY
• CONTRACT TYPE
• EFFECTIVE ON
• VALID TILL
• INTIM. DAYS
• # ATTACHMENTS
• ACTION
• Clicking on the down arrow of the ACTION column reveals the document(s) details in the following columns.
• FILE NAME
• FILE SIZE
• UPLOAD DATE
• UPLOADED BY
• ACTION

Here are some of the additional functionalities of this modal window:

• The ACTION column contains the eye icon which can be used to view the file contents
• The ACTION column contains the download icon which can be used to save a local copy of the file
• The up arrow icon can be clicked on hide the revealed document / file details
• The expand icon at the top-right of the modal window can be used to toggle the width of this modal window between default size and fullscreen size
2.5. Pagination

---

Pagination options are provided at the bottom for ease of access to the vendors list view.

Fig: 48 - Pagination options

2.6. Creating a New Vendor

Let us assume that you have navigated to the Vendor Management page. Click on the Add Vendor button at the top right of the Vendors section.

Fig: 49 - Add Vendor button

There are three stages labeled as follows: Vendor Details, Contact Details and Vendor Documents. Each stage has been briefly described in the following sub-sections.

Fig: 50 - Adding new Vendor

2.6.1. Step #1 - Providing Vendor Details

Enter the requisite vendor basic information to provide necessary details in the Vendor Details tab:

1. Enter an appropriate name for the new vendor in the Vendor Name field. Validation is employed in the name of the vendors.


NOTE:



1. When creating a new vendor, you must enter the name of any existing vendor. The system will prompt the following tooltip - Vendor Name should not be blank if no text is entered in the field.

Fig: 51 - Vendor name is blank tooltip

2. When creating a new vendor, you cannot enter any special characters as the name. The system will prompt the following tooltip - Vendor Name cannot contain special characters if special character is entered in the field.

Fig: 52 - Vendor name contains special characters tooltip

3. When creating a new vendor, you cannot use the name of any existing vendor. The system will prompt the following tooltip - Vendor Name already exists.

Fig: 53 - Unique vendor name required tooltip



2. Enter an appropriate number to contact the new vendor in the Phone field. Validation is employed in the field such that it cannot be left blank as it is a mandatory field.
NOTE: When adding a new vendor, you cannot specify an invalid number. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 54 - Valid vendor phone required tooltip



3. Select a Category dropdown option.

Fig: 55 - Category options

4. Select a Risk Tier dropdown option.

Fig: 56 - Risk Tier options

5. Enter an appropriate address of this new vendor in the Vendor Address field. Validation is employed in the field such that it cannot be left blank as it is a mandatory field.
6. Select the Country dropdown option. It is an optional field. Currently, only the USA dropdown option is provided.

Fig: 57 - Country option

7. Select the State dropdown option. It is an optional field. This field gets enabled after the Country dropdown option is selected.

Fig: 58 - State options

8. Select the City dropdown option. It is an optional field. This field gets enabled after the State dropdown option is selected.

Fig: 59 - City options

9. Enter an appropriate zip code of the vendor in the Zip Code field. Validation is employed in the field. The entered field value should be a valid 5-digit code.
NOTE: When adding a new vendor, you cannot specify an invalid zip. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 60 - Zip code validation



10. Click on the Next button (at the bottom right) to proceed to the second stage.

Fig: 61 - Next button to proceed

NOTE: You can proceed to the next stage only if all the field validations are met on this page. Otherwise, the system will prompt appropriate validation tooltips below the field(s).

Fig: 62 - Mandatory Field validations

2.6.2. Step #2 - Providing Contact Details

NOTE: Data can get pulled into the following fields, if an appropriate dataset is provided for the same fields of the VENDOR DETAILS tab.

1. Work Phone
2. Address
3. Country
4. State
5. City
6. Zip Code

Refer, to the following image which displays the auto-populated dataset which is pulled from the previous tab.

Fig: 63 - Fields dataset auto-populated

Enter the contact information (as stated below) to provide necessary details in the Contact Details tab:

Fig: 64 - Adding new Vendor Contact

1. Enter the first name for the new vendor contact in the First Name field. It is a mandatory field.
2. You may enter the middle name for the new vendor contact in the Middle Name field. It is an optional field.
3. Enter the last name for the new vendor contact in the Last Name field. It is a mandatory field.
4. Select a Contact Type dropdown option.

Fig: 65 - Contact Type

5. Enter an appropriate work number in the Work Phone field. The field data is pulled from the previous tab (if present). Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid work phone number. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 66 - Work Phone required to be valid tooltip



6. Enter the vendor contact mobile number in the Mobile Number field. It is an optional field.
NOTE: When adding a new vendor, you cannot specify an invalid mobile phone number. The system will prompt the following tooltip - Mobile Phone should be a valid number.

Fig: 67 - Mobile Phone required to be valid tooltip



7. Enter an appropriate address as the place of the contact in the Vendor Address field. The field data is pulled from the previous tab (if present).
8. Select the Country dropdown option. It is an optional field. The field data is pulled from the previous tab (if present).Currently, only the USA dropdown option is provided.

Fig: 68 - Country option

9. Select the State dropdown option. It is an optional field. Although the field data is pulled from the previous tab (if present), it can be modified or removed. If the field data is removed, this field gets enabled after the Country dropdown option is selected.

Fig: 69 - State options

10. Select the City dropdown option. It is an optional field. Although the field data is pulled from the previous tab (if present), it can be modified or removed. If the field data is removed, this field gets enabled after the State dropdown option is selected.

Fig: 70 - City options

11. Enter an appropriate zip code of the vendor in the Zip Code field. The field data is pulled from the previous tab (if present). Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid zip. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 71 - Zip code validation

`
12. Enter an appropriate email address as the vendor contact info in the Email field. Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid email id. The system will prompt the following tooltip - Email should be valid.

Fig: 72 - Email validation



13. While adding multiple contacts, you need to select the Primary Contact? slider against any one contacts to assign that contact info as the primary one.
14. Click on the Add Entry button (at the bottom left) to add the specified contact information. You can add multiple entries. The latest entries get added above the previous ones in the Entries grid view.

Fig: 73 - Add Entry button to proceed to add the contact as per the specified details



15. The specified contact information gets listed in the grid view under the following columns.
    • FIRST NAME
    • LAST NAME
    • WORK PHONE
    • CONTACT TYPE
    • EMAIL
    • COUNTRY
    • STATE
    • ACTIVE?
    - displayed as NEW to indicate that the primary contact is newly added
    • PRIMARY?
    - displayed as Yes or No to indicate whether it is the primary contact information or not
    • ACTION
    - contains the row context menu options - Edit menu option to modify the specified info, the Delete option to remove the added info and a greyed-out De-Activate option for setting a contact to deactivated status. During editing, the field values get populated as per the selected entry, and the Add Entry button label changes to Update Entry. You need to click on it to confirm any changes made.

    Fig: 74 - Context menu options

16. Click on the Next button (at the bottom right) to proceed to the third stage.

Fig: 75 - Next button to proceed

NOTE:

1. You can proceed to add an entry only if all the field validations are met.

Fig: 76 - Field validations

2. You can proceed only if at least one contact entry is provided on this page. Otherwise, the system will prompt appropriate validation tooltip.

Fig: 77 - Entry validation

3. You can proceed only if a primary contact entry is added while adding multiple contacts. Otherwise, the system prompts you to add one first.

Fig: 78 - Tooltip prompt to add one primary contact

4. There is an exception to the above stated validation. You can proceed to the third tab by adding at least one vendor contact. The contact can be either primary or not. If it is not set as the primary contact, but it is the only contact added, then the system automatically sets it to a primary contact after the vendor is created in the system (after the third stage of providing vendor documents).
   However, if multiple contacts are created and none of them are set as primary contact, then you cannot proceed to the third tab of vendor creation.

2.6.3. Step #3 – Providing Vendor Documents

Enter the vendor document information below to provide necessary details in the Document Details tab:

Fig: 79 - Adding new Vendor Document

1. Enter the applicable summary in the Summary field. It is a mandatory field.
2. Select a date from the calendar selection popup of the Expiration Date field to set the expiry date. It is a mandatory field.

Fig: 80 - Expiry Date

NOTE: Validation is employed to ensure that the set expiration date is greater than or equal to the specified effective date.

Fig: 81 - Date validation



3. Enter an appropriate number of days of the notice period for contract renewal in the Contract Renewal Notice period (in days) field. Validation is employed in the field. It is a mandatory field.
NOTE:



1. When adding, you cannot make an invalid entry - whether it is a fraction or a character. The system will prompt the following tooltip - Intimation Days should be an integer.

Fig: 82 - Days integer validation when fraction is entered

Fig: 83 - Days integer validation when normal or special character is entered

2. You also cannot make an entry of zero or a negative number. The system will prompt the following tooltip - Contract Period cannot be negative or zero.

Fig: 84 - Days negative or zero validation

3. The system will prompt the following tooltip - Contract Period should be less or equal to number of days between Effective and Expiration Dates if the date range of the previous two date fields is lesser than the value specified in this field.

Fig: 85 - Contract period duration validation



4. Select a Document Type dropdown option. It is a mandatory field.

Fig: 86 - Document Type

5. Select a date from the calendar selection popup of the Effective Date field to set the effective starting date. It is a mandatory field.

Fig: 87 - Effective Date field calendar view

6. You can opt to upload attachment(s) using the Attachments > Click to upload file button. It is an optional field.


NOTE: The document(s) which are uploaded here as attachments will be used and consumed by the AI for auto-responding to the assigned vendor assessment. AI responds to those vendor assessment questions automatically which can be answered on the basis of the dataset present in the vendor attachments.


7. Click on the Add Entry button (at the bottom left) to add the specified information.

Fig: 88 - Add Entry button to proceed

NOTE: You can proceed to add a document entry only if all the field validations are met. Otherwise, the system will prompt appropriate validation tooltip below the associated fields.

Fig: 89 - Field validations employed



8. The specified document related information gets listed in the grid view under the following columns.
   • SUMMARY
   • DOCUMENT TYPE
   • EFFECTIVE DATE
   • EXPIRATION DATE
   • NOTIFY PERIOD (IN DAYS)
   • NO OF ATTACHMENTS
   • ACTION
   - contains the two row context menu options. The Edit option can be used to modify the specified info, but the Delete option to remove the added info is currently disabled or greyed-out. Hence, you can modify document details or provide a new or different attachment but you cannot remove any already added document details.

   Fig: 90 - Context menu options of an added document

9. Click on the Submit button (at the bottom right) to create this new vendor.

Fig: 91 - Submit button to create vendor

Get redirected to the Vendor Management page where a success notification gets prompted at the top. You can find the new vendor getting listed in the grid view of the Vendors section.

Fig: 92 - Created vendor visible in Vendors list

NOTE: You can add a vendor document entry only if all field validations are met and data is provided in all of the mandatory fields. Otherwise, the system will prompt appropriate validation tooltips below the field(s).

2.7. Creating Vendor Assessment

Let us assume that you have navigated to the Vendor Management page and clicked on the New Vendor Assessment button at the top right (to proceed to create a new assessment for your organization).

Fig: 93 - Create Assessment button

The following screenshot displays the Assessment Details tab that loads.

Fig: 94 - Assessment Details

NOTE: There are four stages labeled as follows: Assessment Details, Template Selection, Template Preview and Vendor Selection. Each respective stage has been briefly described in the following sub-sections.

2.7.1. Step #1 - Providing Assessment Details

Enter the vendor assessment-specific details here in the Vetting Details section. The following fields are present in this tab:

1. Select Vendor - it is a search input field to quickly find existing vendors of the firm / organization
2. Vetting Title - it is a field which cannot be populated or edited by the user, but gets auto-populated based on the vendor selection made in the above field. For example, if a vendor named as Winchester Hengemen Finance LLC is selected in the Select Vendor field on August 21, 2025, at 17:05:18 PM time, then this field is populated automatically with the following text - Assesment for Winchester Hengemen Finance LLC on Aug 21 2025 17-0-18 PM.
3. Status - it is an inactive field which is by default set to Not Started
4. Start Date - it can be used to set the assessment starting date
5. End Date - it can be used to set the assessment ending date
6. Description - it is an optional text input field to specify any applicable vendor assessment description

Perform the following activities to provide necessary details in the Assessment Details tab:

1. Begin to enter an appropriate name or text in the Select Vendor field to find and select an existing vendor, who will be responsible for performing the vendor assessment after it is created in the system. The name of this can be found getting prompted below the text input. Proceed to select it.

Fig: 95 - Entering text in the Select Vendor field to find an existing vendor

The name of this new vendor assessment gets auto-populated in the Vetting Title field, based on the vendor selection made in the above field. For example, if a vendor named as Winchester Hengemen Finance LLC is selected in the Select Vendor field on August 14, 2025, at 15:55:09 PM time, then this field is populated automatically with the following text - Assesment for Winchester Hengemen Finance LLC on Aug 14 2025 15-55-9 PM.

Fig: 96 - Auto-populated Vetting Title based on vendor selection and time of vendor selection

NOTE:

1. This field is read-only and the auto-populated and cannot be edited by the user.
2. The same vendor who is selected in the Select Vendor field, can be found in the Vendors grid view. The following screenshot depicts the search operation executed in the Vendors grid view and the name of the same vendor getting displayed under the Vendor Name column.

Fig: 97 - Same vendor found in the Vendors grid view

3. However, if no existing vendors are present or created in the organization, then no vendor name is found auto-prompted under the Select Vendor field (upon clicking on it) or in the Vendors grid view.

Fig: 98 - No vendor found in the Vendors grid view or under the Select Vendor field

Fig: 99 - Unique assessment name required tooltip



2. The Status field is disabled and set as Not Started by default.
3. Choose the date on which the vendor assessment is to be scheduled to begin from. Click on the Start Date field to load the calendar and make a date selection accordingly. You can only select an upcoming calendar date and not a past date.
4. Similarly, choose the date on which the assessment is intended to be completed. Click on the End Date field to load the calendar and make a date selection accordingly. You can only select an upcoming calendar date and not a past date and the date must be later than the assessment start date.
NOTE: The assessment Start Date must be earlier than the assessment End Date. Otherwise, the system will prompt the tooltip - Start Date cannot be greater than End Date.

Fig: 100 - Start Date cannot be greater than End Date tooltip



5. You may enter a suitable assessment description in the Description field. It is an optional field.
6. Click on the Next button to proceed to the Template Selection tab.

Fig: 101 - Next button to proceed

NOTE: You can proceed only if all the field validations are met on this page. Otherwise, the system will prompt appropriate validation tooltips below the field(s).

Fig: 102 - Field validations

2.7.2. Step #2 - Selecting Assessment Template

Here is the view of the Template Selection tab after navigating to it.

Fig: 103 - Template Selection tab view

Proceed to choose a template. It can either be a pre-built system assessment template or a custom one, if already created. You can select only one template. A Selected label can be seen above the selected template type.

The following template is provided (at the time of writing this guide):

1. Vendor Management
• Vendor Management

Click on the Next button (at the bottom right) to proceed to the third stage.

Fig: 104 - Next button to proceed

NOTE: There is an option to choose custom template, if created. Custom templates need to be added first into the system for it to be listed here.

Fig: 105 - Custom template

2.7.3. Step #3 – Previewing Assessment Template

In the Template Preview stage, you can view assessment template questionnaires. Based on the template selected in the Template Selection stage, assessment questions are loaded in the third Template Preview stage. You can click on the various categories displayed on the left panel to preview the associated questions. A blue colored right arrow icon can be seen against the selected category. By default, the first category is selected on the left panel and its questions are displayed on the right panel.

Fig: 106 - Selected Template Preview

You cannot make any changes or inputs in this tab. Click on the Next button (at the bottom right) to proceed to the fourth stage.

Fig: 107 - Next button to proceed

2.7.4. Step #4 - Selecting Vendor

In the Vendor Contact Selection tab, the following get displayed in three columns under the Vendor Contact Selection header label:

1. The left column (labeled as VENDOR NAME) of the page will display the vendor who was selected in the Select Vendor field of the Assessment Details (first tab)
2. The names of the existing vendor contacts of the vendor who was selected are listed in the middle column (labeled as CONTACT NAME)
3. The email addresses of these vendor contacts get displayed in the right column (labeled as CONTACT EMAIL)

Fig: 108 - Vendor selection tab view

Select any one of the listed vendor contact(s) using the radio button displayed against the contact and click on the Submit button to create the assessment as per the template and assign the vendor assessment to the selected vendor contact.

Fig: 109 - Selecting vendor contact name and using the Submit button to create vendor assessment

NOTE: When Vendor AI is enabled for the organization, a vendor can be assigned to a vendor assessment only if at least one document is uploaded for the selected vendor. Otherwise, if you click on the Submit button after selecting the checkbox against a vendor without any contract attachment or document details, the following validation notification gets prompted at the top and you cannot complete the creation of the vendor assessment.

Fig: 110 - Validation notification getting prompted when selected vendor has no contract attachment

The created assessment will be listed in the Upcoming Assessments section.

Fig: 111 - New Assessment displayed on the Upcoming Assessments section

NOTE: This note is valid for only the assigned vendor and not applicable for the Vendor Management Admin (system role) user, since the latter will not usually access the SurgeONE.ai My VDD page.

• If a vendor is created in SurgeONE.ai (using the Add Vendor button) and that vendor is assigned a new vendor assessment (using the New Vendor Assessment button), then an email will get triggered to the registered email address of this vendor. The vendor can follow the instructions provided to sign up and log into SurgeONE.ai.

Fig: 112 - Triggered email to the registered email address of the assigned vendor



• After successfully logging in, the left panel menu will display only the My VDD menu option to this vendor and the My VDD page will display the assigned vendor assessment(s).

Fig: 113 - VDD screen of assigned vendor

• More details on the My VDD page have been mentioned here.
• Only the user belonging to the permitted role and assigned in the VENDOR CONTACT SELECTION tab can find and begin the vendor assessment.

2.7.5. Accessing the Vendor-specific VDD page & Understanding Vendor Assessment Auto-Status Change

The assigned vendor can view the created vendor assignment which is assigned to him / her. It is visible in the My VDD page, as mentioned in the above note.

The Enable Vendor AI slider / context menu option functionality present in the Admin SurgeONE.ai master portal when creating or managing a company streamlines the vendor assessment process, ensuring accuracy and efficiency while reducing manual effort. When this slider is enabled, AI extracts relevant data from Vendor Due Diligence related documents (such as SOC2 document) provided by the vendor. After extraction, AI automatically fills out the Vendor Due Diligence questionnaire with the information captured from these documents.

1. If the Enable Vendor AI slider is enabled for a company, then the vendor assignments which are created and yet to be started by the assigned vendor, will be auto-responded to by the SurgeONE.ai Vendor AI.
2. The document(s) which are uploaded during the third stage of the new vendor creation (VENDOR DOCUMENTS tab) will be consumed by the AI for auto-responding to the assigned vendor assessment. AI responds to those questions which can be answered on the basis of the dataset present in the previously provided vendor attachments.
3. The Status will get updated from Not Started to In Progress in this case.

Fig: 114 - Status auto updated

4. An email will get triggered so that the assigned vendor is notified about this auto-response by the AI.
5. An email will get triggered when remediation related requested data has been provided.

Fig: 115 - Email triggerd

6. A .pdf attachment of the vendor assessment responses will get compiled and emailed to the assigned vendor.

Fig: 116 - PDF attachment view after a Vendor Assessment is performed by AI

7. The assigned vendor needs to review the AI compiled responses from the My VDD page and can make modifications to the AI-provided responses or respond to unanswered questions in order to complete the vendor assessment.

2.8. Viewing Completed Vendor Assessment

Let us assume that you have navigated to the Vendor Management page and clicked on the Completed Assessments button at the top right to view the completed assessments with or without red flags, assuming you have completed some assessments.

Fig: 117 - Completed Assessments button

Here is the view of the report page. The report displays row entries of only the vendor assessments which are completed.

The following image shows the report page that loads. The following columns are present in the grid view - ID, ASSESSMENT NAME, CATEGORY, CREATOR, START DATE, END DATE, RED FLAGS, STATUS and ACTION.

Fig: 118 - Vendor Assessment Completed Reports view

The following filters are present in the report grid view.

• Search bar
• Start Date (date selection) calendar
• End Date (date selection) calendar

Let us illustrate each filter one by one.

Enter the text based on which you want to execute the attestation search by. If matching entry is found, it will populate the report grid view.

You can filter report results based on the attestation starting date by selecting a calendar date from the Start Date filter.

Fig: 119 - Start Date filter

Similarly, you can filter report results based on the attestation ending date by selecting a calendar date from the End Date filter.

Fig: 120 - End Date filter

Search result(s) populate the grid view based on the filters set.

NOTE:

• All the columns except for ACTION are sortable.
• Click on the Export button to load the export options (to download a local copy of the generated report). Two options labeled as CSV and PDF load below the button. Click on the former to download an excel file or on the latter to download a .pdf copy. The following image shows the view of a downloaded pdf file.

Fig: 121 - Export options

• You can click on the refresh icon to reset the report filters.
• You can also click on the vertical ellipsis icon of the ACTION column against any listed vendor assessment to toggle the View Details menu option.

Fig: 122 - View Details menu option

• Click on the option to load the modal window which displays the status-wise view. Click on the Completed label displayed under the Status column. The VDD DETAILS modal window loads. An Export button is present at its bottom. Click on it to download the .pdf copy of this vendor assessment report.

Fig: 123 - Export button of the modal window which loads after clicking on the View Details menu option

2.9. Rescheduling Upcoming Assessment

Let us assume that you have navigated to the Vendor Management page, and on the Upcoming Assessments section (at the top right) an entry is present whose due date is crossed.

1. You can find a Reschedule button on the right of such a vendor assessment entry. Click on it.

Fig: 124 - Reschedule button

2. The Vetting Info page loads to display the preset Vetting Details info. You can find both editable (Start Date, End Date) and uneditable (Vetting Title, Status, Description) fields.

Fig: 125 - Vetting Details view editable fields

3. Click on the Submit button at the bottom-right after making date changes, as required. Let us suppose you modify the End Date field. In either of the date fields, when you are modifying the set date, you cannot set a date earlier than the current date.

Fig: 126 - Submit button

4. After you get redirected to the Vendor Management screen, you can find the due date is updated for the entry.

Fig: 127 - Updated or Reschedule date getting displayed

2.10. Understanding Other Supported Functionalities

The following additional functionalities are related to the various operations of the vendor management module, but are not part of any direct or primary flow of user activity.

1. When the primary contact is set as active, then only the Edit menu option of the ACTION column can be used. The Delete and De-Activate menu options are greyed-out. Hence, a primary contact can only be edited

Fig: 128 - Only Edit option enabled

2. When the contact is set as active, but is not a primary contact, then all the three menu options (Edit, Delete and De-Activate) are active.

Fig: 129 - All menu options enabled

3. When the contact is set as inactive and is not set as a primary contact, then all the three menu options (Edit, Delete and De-Activate) are greyed-out.

Fig: 130 - All menu options disabled

1. You can delete any contact which is not set as primary and is active. Consider the following screenshot which shows a contact entry getting removed after clicking on the toggled Delete menu option.

Fig: 131 - Deleting a contact

1. To deactivate any non-primary contact which is present and set as active, click on the De-Activate menu option under the ACTION column.

Fig: 132 - Deactivating a non-primary, active vendor contact

2. However, if there are multiple contacts added, but only one contact is set as active, then you cannot deactivate that contact using the De-Activate menu option. This is because at least one primary contact out of multiple contacts is required to be set as active to proceed to the third stage of vendor creation or editing a created one. The following validation modal window gets prompted when you try to do so. Click on the Okay button to close it.

Fig: 133 - Cannot deactivate contact modal window

3. A vendor contact who is primary or already inactive, cannot be deactivated.

1. The ACTIVE? column displays the New label when the non-primary/primary contact is just added and the vendor information is yet to saved in the system.
2. The ACTIVE? column displays the No label when the non-primary contact is deactivated.
3. The ACTIVE? column displays the Yes label when the non-primary contact has not yet been deactivated.

Fig: 134 - Various labels of the ACTIVE? column

The Upcoming Assessments section header gets updated to the Upcoming & In Progress Assessments label if there are vendor assessment which are upcoming and there are vendor assessments which are currently being worked upon.

Fig: 135 - Upcoming & In Progress Assessments section View More option

The following page loads after you click on the View More option.

Fig: 136 - View of the Upcoming & In Progress Assessments page

Let us now understand the functionalities of each of the togglable menu options of the Action column of this grid view.

1. The Proceed menu option is present and active when the current date exists on or within the date range of the specified start and end dates of the existing vendor assignment and the status is set to View. Use it to proceed to perform the vendor assignment (which was initiated earlier, but not completed).

Fig: 137 - Proceed menu option

The following modal window loads after you click on the View option. You can click on the View button of the Status column.

Fig: 138 - View button

The following page loads after you click on the View button. You can click on the Submit button after providing adequate responses to the VDD.

Fig: 139 - Submit button

2. The Proceed menu option is disabled when the Vendor AI is active for the organization and AI is performing its pre-filling operation.

Fig: 140 - Proceed option not active

3. The Begin menu option is present but disabled in place of the Proceed option when the specified start date of the existing vendor assignment is future-dated and is yet to come.

Fig: 141 - Disabled Proceed option

4. The View Details menu option can be used to obtain more information about the vendor assignment.

Fig: 142 - View Details menu option

The following modal window loads after you click on it. Click on the vertical ellipsis icon of the Action column to toggled the View Details menu option.

Fig: 143 - View Details modal window with toggled menu option

Click on it to load the VDD Details page. You can scroll to view the entire vendor assessment questionnaire and responses provided. An Export button is present at the bottom-right to download a local pdf copy.

Fig: 144 - VDD Details view with Export button

The data exporting functionality via the Export button will not be present if the vendor assessment is not completed. Consider the following screenshot where the Export button is absent since the Status is set to View.

Fig: 145 - Export button absent

5. The Reschedule menu option can be used to modify the start and end dates of the existing vendor assignment. It is present when the pre-scheduled end date of the assignment is past-dated and the assignment was not completed. More details about this functionality is already mentioned in the previous section here.

Fig: 146 - Reschedule menu option

6. An error status tag can be seen under the Status of a vendor assessment if the vendor AI processing stage has not been successfully completed due to file processing error. Hovering the mouse pointer over the info icon next to the ERROR label reveals a tooltip which displays the encountered issue, as indicated in the following screenshot.

Fig: 147 - ERROR info icon tooltip on mouse hover

An error can also arise if the AI cannot successfully process a response to any of the questions.

7. A Re-execute menu option is present under the Action column (toggled by using the vertical ellipsis icon of Vendor Information modal window) when the vendor AI processing stage has not been successfully completed, due to any encountered error. Clicking on this menu option triggers another vendor AI execution attempt.

Fig: 148 - Re-execute menu option present when error is encountered by the vendor AI

8. The View Details menu option is displayed but it is disabled (under the Action column, toggled by using the vertical ellipsis icon of Vendor Information modal window) when the vendor AI is yet to complete its assessment. This is indicated in the following screenshot.

Fig: 149 - Disabled View Details menu option due to ongoing AI processing

9. Multiple documents can be stacked in the Vendor Documents section of the Vendor Information modal window. This can be viewed (when multiple documents are already present for the assigned vendor of the organization) by clicking on the down arrow icon of the ACTION column.

Fig: 150 - View of multiple document file names under the Vendor Documents section